EventScotland Events Management - A Practical Guide

Conditions of Contract – are you required to use the venue’s own technical staff;
does the venue insist on supplying catering and bar facilities; what type and level
of insurance is required on your part and what is covered by the venue; what are
the terms of payment; will any of these requirements have an impact on the
financial viability of your event?
> Audience – what capacity is required (this time and in the future as the event grows);
is it accessible for people with disabilities or special needs; will your target audience
identify with the venue?
> Services & Resources – what support can the venue offer (staffing, security,
administration, production, bar facilities, toilet facilities, etc)?
> Transport & Parking – can staff and audience park at or near to the venue; are there
good public transport links; can production and other services/deliveries unload and
park as necessary at the venue; are VIP and disabled spaces available?
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chapter one where to start – general planning
> Timing – can the venue accommodate the entire event requirements: event build,
live event and take-down; is there a potential clash with other events or activity
happening at the same time, before or after your event?
> Permissions – what permissions are required (landowner, licences, sanctioning, road
closures, etc)?
> Infrastructure and Layout – what space is required for all aspects of the event
(production compound, event parking, audience, staging, signage & branding,
artists/competitors, press, exclusion zone, etc); what level of infrastructure do you
require and what kind of work (if necessary) are you prepared to undertake to get
the venue to a useable state?
> Restrictions – what are the venue opening and closing times (during the event build,
live event, and take-down), do you have 24hr access; is there a corkage charge,
administration charge, etc; can you display your sponsors’ signage or will it clash
with existing venue sponsors or suppliers?